Crew Descriptions

Main | Route Crew | Medical Crew | Bicycle Technicians

Our Crew is essential to the comfort and safety of our Cyclists, and also contribute to the financial success of the event through their $200 minimum fundraising requirement.

Several crews may be assisted by Volunteers and Community Organizations along the route. If geographically possible, all Crew members are required to attend one meeting prior to the event and participate in an event rehearsal.

Being part of the Crew isn’t simply helping out. It is challenging your own conceptions, limits, and beliefs about what it means to work together with other people. It is transforming yourself. It is creating community.

It is also demanding… expect long hours, hard work, and emotional and mental strain. It’s possible that you may find yourself working harder than those who are cycling. But, you can take the ultimate satisfaction of knowing that through your efforts, you’ve made our event possible and made a difference in the fight against HIV and AIDS.

The following are the Crew descriptions for the 2008 NorCal AIDS Challenge event:

Route Managers

• Information and Dispatch functions; central point of contact and authority for event.
• Central point of contact for participant concerns and questions.
• Updates daily news board with weather and route information.
• Update pre-loaded Cue Sheets as necessary and give to Operations for distribution.
• Resolve crisis situations and implement contingencies.
• May be assisted by beneficiary representative.
• Should have own vehicle with driving license and proof of insurance.

Advance

• Route marking with spray, chalk and signage.
• Assess route conditions and notify Route Manager of any issues or hazards.
• Recommend route alternatives if needed.
• Verify that portable toilets and other accommodations are in place.
• Verify campground availability and set up as required.
• Fix route markings [also a responsibility of Sweep].
• The Advance team will carry a full complement of area maps.
• Careful attention to detail is required.
• Should have own vehicle with driving license and proof of insurance.
• Will have lodging and food provided.
• May be required to scout the route with the Route Manager prior to the event.

Rest Stop

• Pickup water and ice from Food and Beverage each morning.
• Pickup route food from Food and Beverage each morning; this includes pre-packed lunches if assigned to a lunch stop.
• Set-up station including signs and banners.
• May provide some traffic control.
• Prepare and distribute food and beverages.
• Encourage and congratulate Cyclists.
• Alert Cyclists to known hazards in upcoming route segment.
• Clean-up.
• Remain at the site until the stop closes.
• Provide roving route support after closure of assigned Rest Stop.
• May be required to assist with an additional Rest Stop on long days.
• This team may be staffed by beneficiaries or other organizations along the route.
• The Rest Stop teams are often first to leave in the morning and last to return each night.
• Should be able to lift 40+ lbs.
• Should have own vehicle with driving license and proof of insurance.

Sweep

• Pickup water and ice from Food and Beverage each morning.
• Distribution of beverages and high energy foods along the route as needed.
• Maintain adequate levels of energy bars and other food items.
• First response medical support.
• Transportation for those [and their equipment] when unable to ride.
• Fix route markings [first SAG vehicle on route]
• One Sweep Vehicle will function as the Caboose each day and will also remove route signage and return to the Advance Team.
• Non-emergency errands and taxi service from camp to area hospitals or other places.
• Monitor Cyclist conduct.
• Will also perform Rest Stop functions if the event is 20 Cyclists or less.
• This team may be staffed by beneficiaries or other organizations along the route.
• Some heavy lifting will be required; i.e. bicycles and water.
• Should have own vehicle with bicycle rack, driving license, and proof of insurance.

Beneficiary Representatives

• Cheerleading and photographs along the route.
• Agency representation and visibility along the route.
• Media spokesperson along the route.
• May be required to assist Sweep and Operations teams.
• May be invited to lead or participate in an evening program.

Operations and Security

• Work with the Logistics Coordinator to procure and load all needed supplies before the event.
• Load and unload gear and equipment.
• Post signage and decorations in campground.
• Set-up for evening entertainment.
• Check-In of Cyclists each evening.
• Direct traffic and Cyclists out of and into Camp; i.e. traffic control.
• Provide clearance for camp visitors.
• Work with local facility management or law enforcement to ensure campground and participant security.
• Ensure campground is left cleaner than when we arrived.
• Drive gear van or truck to next camp location.
• Assisted by Sweep and Rest Stop crew members when available.
• Should be a licensed driver with proof of insurance.
• Possible overnight hours.
• Should be able to lift 40+ lbs.

Route Services

• Mobile support for all route-based teams.
• Distribution and management of communications equipment during the event.
• Assure that re-charged batteries are available for all equipment throughout the day.
• Distribution and replenishment of water and ice for Rest Stop and Sweep Crews.
• Restock non-meal food, water, and ice for event at stores along the route.
• Transport of participants to local hospitals or pharmacies.
• Miscellaneous errands required at any point between morning and evening camp.
• Should have own vehicle and be a licensed driver with proof of insurance.

Medical

• This team is comprised of a variety of licensed medical professionals, including Sports Medicine and paramedics.
• Provide all first-aid medical services to participants at evening camp and along the route.
• Assess and treat acute cycling-related injuries; may include various modalities and taping.
• Provides emergency service where necessary until arrival of local EMS.
• May accompany Sweep vehicles and staff Rest Stops.
• Medical Staff must be available 24 hours a day.

Chiropractic and Massage

• This team is comprised of licensed professionals who provide essential chiropractic and massage services to participants during the event.

Food – Ice - Beverage

A food service vendor will be used for the procurement, preparation, and distribution of meals during the event including meal beverages and pre-packed lunches each day. The following functions are separate from what will be provided by the food service vendor:

• Set up of food service area.
• Transport of food from kitchens and service of meals.
• Assist vendor as required or allowed.
• Clean Up.
• Distribute food and beverages for Rest Stop and Sweep crew each morning.
• Coordinate with Route Services to restock non-meal food, water, and ice for event.
• Provide water and Gatorade at locations in camp.
• Early morning hours are required; should be able to lift and carry 20 lbs.

Bicycle Technical

• The event Bicycle Technical Sponsor will provide this service.
• Will be available along the route and at camp.
• Provides technical expertise needed for various bicycle repair issues during the ride.
• Utilizes parts provided by the event Bicycle Technical Sponsor.
• May offer loaner bicycles if unable to fix problem.
• Team members should have experience in bicycle repair and should be able to lift 50 lbs.

Mobile Safety

• Work with local law enforcement to guarantee safe passage for riders during each day’s route.
• Assist at difficult intersections and confusing areas of the route as required.
• Provide safety by patrolling the route for any hazards.
• Monitor Cyclist conduct.
• Must provide own motorcycle and helmet, and complete insurance.
• Note: does not direct traffic!

The Crew and Volunteer descriptions are a compilation of materials provided to us by the following events: Action Cycling Together [ACT] of Madison, WI; the New Jersey Ride for AIDS of Bradley Beach, NJ; and, the former Heart of America Ride for AIDS of Chicago, IL. We gratefully acknowledge their assistance and sharing of materials.